______________________________________________________________________________________

TO:

Mayor and Members of the Town Council

FROM:

Laura Russell, Planning & Building Director

DATE:

March 8, 2023

RE:

Contact Extensions with Urban Planning Partners for Housing Element and

Safety Element

RECOMMENDATION

Staff recommends that the Town Council amend two contracts with Urban Planning Partners

to assist the Town with updating its Housing Element and Safety Element, and prepare the

Initial Study/Mitigated Negative Declaration.

BACKGROUND

On April 28, 2021, Town staff issued a Request for Qualifications (RFQ) to complete the

Housing Element Update as required by state law, and included as an optional task, the

update to the Safety Element. Town staff identified Urban Planning Partners (UPP) as a

qualified firm to complete the tasks.

Housing Element and CEQA

On July 14, 2021 the Town Council approved a contract with UPP for planning services to

support the Housing Element Update and prepare the first step of the environmental review

under the California Environmental Quality Act (CEQA). At that time, it was too early to

estimate the full cost of the CEQA review but it was important to begin the Vehicle Miles

Traveled (VMT) analysis because it needed to be completed early in the process. At that

time, it was known that a large contract amendment would be needed for the majority of the

CEQA work.

On March 23, 2022, Town Council received an update on the Housing Element update

process and provided additional direction on next steps. Council considered options for

additional resources and expressed support for additional funds, even though they would

need to be paid from reserves. An additional $98,222 was authorized for the Housing

Element. A portion of that was to cover increased work by UPP while the Town’s Senior

Planner was out on maternity leave. At that time, the authorized budget for the CEQA review

was $168,210.

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

Page 13 of 88

Contract Amendments for Housing & Safety Elements

March 8, 2023

Page 2

Safety Element

On August 11, 2021 the Council approved a second contract with UPP for $100,256 to

prepare the Town’s Safety Element. At that time, there was a possibility of collaborating with

other jurisdictions to save resources. However, the potential to collaborate with other local

jurisdictions on the Safety Element Update did not develop at a rate that was useful to the

Town. Waiting for the collaborative effort would have resulted in a lack of needed information

to support the Housing Element Update process. On February 23, 2022, Town Council

authorized an increase of approximately $35,000 (with a contract amendment to follow) for

the additional Safety Element work, bringing the total authorized for the Safety Element to

$135,256.

DISCUSSION

As the Town Council is aware, the complexity, and length of the Housing Element Update

process and associated CEQ review has exceeded all initial estimates. The challenges and

number of meetings has far outpaced what was expected. Each time a map, technical

analysis, program, or site analysis is revised, that requires additional resources. Each public

meetings takes many hours to prepare for. Please see the Table of Meetings and Documents

for more detail on the number and scope of meetings that have been held.

The costs associated with this effort are detailed below. The Town Council has provided

previous authorizations for much of the work, which is being formalized through the currently

proposed contract amendments. The consultant invoices have been paid, based on past

authorizations and direction from Town Council. These contract amendments formalize past

authorizations and additional requests necessary to support the process.

The Town was awarded three State grants to cover some of the costs of the Housing Element

Update process. The total of those three grants is $245,000.

Housing Element Expenses

$117,402 Original contract

$98,222 Authorized on 3-23-22

$215,624 Total Authorized by Council

$13,782 Additional Request

$229,406 Total with this Amendment

CEQA Review Expenses

$168,210 Original Authorization on 3-23-22

$95,041 Additional Request

$263,251 Total with this Amendment

Total contract: $229,406 + $263,251 = $492,657

Safety Element Expenses

Page 14 of 88

Contract Amendments for Housing & Safety Elements

March 8, 2023

Page 3

$100,256 Original contract

$35,000 Authorized on 2-23-22

$135,256 Total Authorized by Council

$22,579 Additional Request

$157,835 Total with this Amendment

FISCAL IMPACT

Staff is exploring any other potential sources of funding to support the Housing and Safety

Element to try to reduce spending from reserves. There is complexity in the accounting for

the Housing Element and Safety Element because there are several sources of income and

expenses that cross over fiscal years. Staff anticipates doing additional analysis and

providing an update to Council at an upcoming meeting.

ATTACHMENTS

1. Original Agreement with UPP for preparation of the Housing Element

2. Amendment No. 1 with UPP – Housing Element

3. Original Agreement with UPP for preparation of the Safety Element

4. Amendment No. 1 with UPP – Safety Element

Page 15 of 88

AMENDMENT NO. 1 to AGREEMENT BETWEEN THE

TOWN OF PORTOLA VALLEY AND URBAN PLANNING PARTNERS

This Amendment 1 (“Amendment”) is made as of February ___, 2023, with respect

to the Agreement (“Agreement”) by and between the Town of Portola Valley (“Town”) and

Urban Planning Partners (“Consultant”).

RECITALS

A. The Town and Consultant entered into the Agreement for Housing Element

consulting services on July 14, 2021.

B. The Town and Consultant desire to modify the Agreement.

NOW, THEREFORE, in consideration of the mutual covenants, the Town and

Consultant do hereby agree as follows:

1. Scope and Level of Services. The nature, scope and level of the specific

services to be performed by Consultant are amended to include the following tasks set

forth in Exhibit A-1 attached and incorporated.

2. Compensation. The compensation for services identified in Exhibit B of the

Agreement is increased to $444,572, plus a 15% contingency of $48,085, for a total not

to exceed amount of $492,657 as described in Exhibit B attached and incorporated.

3. Agreement. Other than the amendment set forth herein, no other provisions of

the Agreement are amended and all other provisions of the agreement are in full force

and effect.

IN WITNESS WHEREOF, the parties have executed this Amendment 1 as of the

date set forth above.

TOWN OF PORTOLA VALLEY

URBAN PLANNING PARTNERS

By:

_______________________

Mayor

By:

_______________________

Lynette Dias, President

Page 31 of 88

EXHIBIT A-1

(SCOPE AND LEVEL OF SERVICE)

The scope of work will be expanded for the Housing Element to include the following:

•

Project Management and Coordination: contract planning support for up to six

additional AHHEC meetings (up to six hours each) and weekly standing team

meetings with the Town (completed)

•

Sites Inventory: additional mapping and analysis for multiple Sites Inventory

Scenarios

•

Draft Housing Element: additional information gathering for the Needs Section

(beyond what was provided in the ABAG data packets)

•

Greater level of effort to prepare extensive "Affected Environment" and

"Regulatory Setting" sections for each environmental topic

•

Additional costs for subconsultants to prepare responses to comments

•

Additional costs for preparing a Response to Comments document and attending

additional Planning Commission and Town Council meetings

Conducting environmental analysis; preparing of required Initial Study/Mitigated

Negative Declaration drafts, response to comments, and Mitigation Monitoring and

Reporting Program; and providing Project Management for the environmental review

Page 32 of 88

EXHIBIT B-1

(SCHEDULE OF PERFORMANCE/COMPENSATION)

Portola Valley Housing Element Update Budget Amendment

Service

Labor + Direct

Costs

15%

Contingency

Optional Task

Total

Housing Element

$9 7,395

$14,609

$112,004

IS/MND (CEQA)

$223,175

$33,476

$6,600

$263,251

Total

$320,570

$48,085

$6,660

$375,255

Housing Element

Hourly Rate:

Urban Planning Partners

Curtis Banks

Project Director

Carla Violet

Project Manager

Planner/ Support

Word Processing

Total

$225

$210

$125

$130

Task 1. Project Management and Coordination

Weekly Team Meetings (24 mtgs/6 mos total)

$ 14,800

Ad Hoc Committee Prep (6 mtgs)

$ 13,830

Ad Hoc Committee Meeting Attendance (6 mtgs, 6 hrs)

$ 12,060

TASK 1 SUBTOTAL

124

$ 40,690

Task 2. Sites Inventory

Admin Draft Sites Inventory Scenarios

$ 11,765

Public Review Draft Sites Inventory Scenarios

$ 6,660

TASK 2 SUBTOTAL

$ 18,425

Task 3. Draft Housing Element

Admin Draft Housing Element

$ 14,300

Public Review Draft Housing Element

$ 5,840

HCD Review Draft Housing Element

$ 1,740

TASK 3 SUBTOTAL

$ 21,880

Task 4. Final Draft, Final Adoption

Final Draft Housing Element

$ 9,760

Final Housing Element

$ 6,640

TASK 4 SUBTOTAL

$ 16,400

TOTAL LABOR ESTIMATE

hours

120

258

111

27,000

54,180

13,875

2,340

$ 97,395

RECOMMENDED CONTINGENCY

15% Contingency - May only be used as authorized by client $ 14,609

TOTAL ESTIMATED FEE WITH CONTINGENCY $ 112,004

Page 33 of 88

California Environmental Quality Act Services Fee Estimate

Hourly Rate:

Curtis Banks

Principal-in-Charge

Carla Violet

Associate Principal

Planner

Word

Processing/Graphics

URBAN PLANNING

PARTNERS TOTAL

BASELINE

ENVIRONMENTAL TOTAL

FEHR & PEERS TOTAL

ENVIRONMENTAL

COLLABORATIVE TOTAL

COGSTONE TOTAL

Team TOTAL

$225

$210

$165

$130

Initial Study/ Mitigated Negative Declaration

Task A. Project Initiation

Kick-off Meeting

870

870

Project Description

4,560

4,560

Subtotal for Task A

5,430

5,430

Task B. Conduct Environmental Analysis

Land Use and Planning

4 $

4,450

4,450

Transportation

6 $

4,470

$ 35,700

40,170

Cultural and Tribal Cultural Resources

1,435

$ 17,825

19,260

Biological Resources

1 $

1,105

9,700

10,805

Air Quality

1 $

1,105

7,800

8,905

Geology and Soils

1,345

3,800

5,145

Greenhouse Gas Emissions

1 $

1,330

6,500

7,830

Hydrology and Water Quality

1,555

4,600

6,155

Hazards and Hazardous Materials

1,555

4,500

6,055

10.

Noise

1 $

1,165

7,800

8,965

11.

Population/Housing

1 $

2,410

2,410

12.

Public Services/Utilities/Recreation

2 $

7,220

7,220

13.

Wildfire

4 $

4,840

4,840

14.

Aesthetics

6 $

4,920

4,920

15.

Other Topics (Ag, Mineral Resources, Energy)

1,410

1,410

16.

Mandatory Findings of Significance

1,095

1,095

Subtotal for Task B

41,410

$ 35,000

$ 35,700

9,700

$ 17,825

139,635

Task C. Prepare Environmental Document and MMRP

Administrative Draft Document

10 $

7,930

7,930

Screencheck Draft Document

8 $

7,130

7,130

Public Review Draft Document

6 $

5,340

5,340

Admin Draft Response to Comments

4 $

6,190

5,000

7,700

18,890

Public Review Response to Comments

2 $

4,400

4,400

MMRP

4 $

2,350

2,350

Subtotal for Task C

33,340

5,000

7,700

46,040

Task D. Project Management

Project Management

3,570

3,570

PC Public Hearing

3,480

3,600

7,080

TC Public Hearing

3,480

3,600

7,080

Subtotal for Task 2D

10,530

7,200

17,730

Labor Subtotal

Hours

142

186

$ 19,800

$ 29,820

$ 30,690

$ 10,400

90,710

$ 40,000

$ 50,600

9,700

$ 17,825

208,835

DIRECT COSTS

Printing and Misc. Direct Costs (assumes bulk of documents will be digital)

250

Cultural Records Requests and Mailings

2,070

Subconsultant Mark-up (10%)

12,020

Direct Costs Subtotal

12,270

2,070

14,340

Total (Labor + Direct Costs)

$ 102,980

$ 40,000

$ 50,600

9,700

$ 19,895

223,175

CONTINGENCY

15% contingency only to be used if authorized by client

33,476

OPTIONAL TASK

Re-Run VTA Model and Prepare VMT Estimates (up to 2 more scenarios)

6,000

Subconsultant Mark-up (10%)

600

Total with Optional Task

$ 103,580

$ 40,000

$ 56,600

9,700

$ 19,895

263,251

Page 34 of 88

AMENDMENT NO. 1 to AGREEMENT BETWEEN THE

TOWN OF PORTOLA VALLEY AND URBAN PLANNING PARTNERS

This Amendment 1 (“Amendment”) is made as of February ___, 2023, with respect

to the Agreement (“Agreement”) by and between the Town of Portola Valley (“Town”) and

Urban Planning Partners (“Consultant”).

RECITALS

A. The Town and Consultant entered into the Agreement for Safety Element

consulting services on August 11, 2021.

B. The Town and Consultant desire to modify the Agreement.

NOW, THEREFORE, in consideration of the mutual covenants, the Town and

Consultant do hereby agree as follows:

1. Scope and Level of Service. The nature, scope and level of the specific

services to be performed by Consultant is amended to include the additional tasks as set

forth in Exhibit A-1 attached and incorporated.

2. Compensation. The compensation for services identified in Exhibit B of the

Agreement is increased to a total not to exceed amount of $157,835 as set forth in Exhibit

B-1 attached and incorporated.

3. Agreement. Other than the amendment set forth herein, no other provisions of

the Agreement are amended and all other provisions of the agreement are in full force

and effect.

IN WITNESS WHEREOF, the parties have executed this Amendment 1 as the of

the date set forth above.

TOWN OF PORTOLA VALLEY

URBAN PLANNING PARTNERS

By:

_______________________

Mayor

By:

_______________________

Lynette Dias, President

Page 56 of 88

EXHIBIT A-1

(SCOPE AND LEVEL OF SERVICE)

The additional scope of work for the Safety Element is to include the following:



Expanded Project Management and Coordination: preparation and attendance at

up to five Committee Meetings and one community meeting/workshop



Preparation of three separate memos for committee review and a FAQ document

relating to fire and safety issues

Page 57 of 88

EXHIBIT B-1

(SCHEDULE OF PERFORMANCE/BUDGET)

Portola Valley Safety Element Scope Amendment Estimated Fee

Hourly Rate:

Urban Planning Partners

Atlas Planning

DCR

Team Total

Curtis Banks

Project Director

Carla Violet

Project Manager

Planner/ Support

UP Partners Total

Project Manager

Associate Planner

Assistant Planner

Atlas Planning Total

Zeke Lunder

Deer Creek

Resources Total

$225

$210

$110

$180

$125

$95

$200

Task 1. Project Management and Coordination

Team Meetings

$ 3,700

$ -

$ 3,700

Committee Coordination & Meetings (5)

$ 7,960

$ 8,710

$ -

$ 16,670

TASK 1 SUBTOTAL

$ 11,660

$ 8,710

$ 20,370

Task 2. Administrative Draft Safety Element Review

Develop and review policy content for Safety Element

$ 7,750

$ 7,760

$ 3,600

$ 19,110

TASK 2 SUBTOTAL

$ 7,750

$ 7,760

$ 3,600

$ 19,110

Task 3. Public Review Draft Safety Element Review

Revise policy content for Safety Element

$ 2,570

$ 3,900

$ -

$ 6,470

TASK 3 SUBTOTAL

$ 2,570

$ 3,900

$ 6,470

Task 4. Cal Fire Coordination/BOF Approval

Coordinate with Cal Fire staff

$ 420

$ 2,460

$ -

$ 2,880

TASK 4 SUBTOTAL

$ 420

$ 2,460

$ 2,880

Task 5. Final Adoption*

Review draft meeting materials and attend two public hearings

$ -

$ 1,940

$ -

$ 1,940

TASK 5 SUBTOTAL

$ -

$ 1,940

$ -

$ 1,940

TOTAL LABOR ESTIMATE

hours

100

7,200

13,440

1,760

$ 22,400

18,000

7,250

3,040

$ 28,290

3,600

$ 3,600

$ 54,290

DIRECT COSTS

1. Subconsultant Mark-up (10%)

$ 3,189

TOTAL MISCELLANEOUS COSTS

$ 3,189

$ -

$ 3,189

TOTAL ESTIMATED FEE

$ 25,589

$ 28,290

$ 3,600

$ 57,479

* Hours for Urban Planning Partners included in original contract budge

Page 58 of 88